Table of Contents
PREFACE
WELCOME TO COASTLINE ELDERLY SERVICES, INC.
ABOUT THIS POLICY MANUAL
INTRODUCTION
At-Will Employment:
Code of Conduct
COMPANY COMMUNICATION
SECTION 1:EMPLOYMENT
POLICY 1.1:NEW EMPLOYEE ORIENTATION EFFECTIVE DATE: December 15, 2011
POLICY 1.2:INTRODUCTORY PERIOD EFFECTIVE DATE: December 15, 2011
POLICY 1.3:DEFINITIONS OF EMPLOYMENT STATUS EFFECTIVE DATE: December 15, 2011
POLICY 1.4:PERSONNEL FILES EFFECTIVE DATE: December 15, 2011
POLICY 1.5:PERSONAL STATUS CHANGES EFFECTIVE DATE: December 15, 2011
POLICY 1.6:JOB POSTINGS/ POSITION VACANCIES EFFECTIVE DATE: December 15, 2011
POLICY 1.7: INTERNAL TRANSFER INTRODUCTORY PERIOD EFFECTIVE DATE: December 15, 2011
POLICY 1.9:PERFORMANCE EVALUATIONS EFFECTIVE DATE: December 15, 2011
POLICY 1.10:SENIORITY EFFECTIVE DATE: December 15, 2011
POLICY 1.12:CORRECTIVE ACTION EFFECTIVE DATE: December 15, 2011
POLICY 1.13:DISPUTE RESOLUTION EFFECTIVE DATE: December 15, 2011
POLICY 1.15:EXIT INTERVIEWS & SEPARATION OF EMPLOYMENT EFFECTIVE DATE: December 15, 2011
SECTION 2:ATTENDANCE & PAY PRACTICES
POLICY 2.1:PAYROLL PROCEDURES EFFECTIVE DATE: December 15, 2011
POLICY 2.2:GENERAL WORK SCHEDULE EFFECTIVE DATE: December 15, 2011
POLICY 2.3:ALTERNATIVE WORK SCHEDULES EFFECTIVE DATE: December 15, 2011
POLICY 2.6:WEATHER/EMERGENCY CLOSINGS EFFECTIVE DATE: December 15, 2011
POLICY 2.7:TRAVEL & EXPENSE REIMBURSEMENT EFFECTIVE DATE: December 15, 2011
POLICY 2.8:TRAINING, CONFERENCES & SEMINARS EFFECTIVE DATE: December 15, 2011
POLICY 2.9:WORKERS’ COMPENSATION EFFECTIVE DATE: December 15, 2011
SECTION 3:TIME AWAY FROM WORK
POLICY 3.1:PAID HOLIDAYS EFFECTIVE DATE: December 15, 2011
POLICY 3.2:VACATION TIME EFFECTIVE DATE: December 15, 2011
POLICY 3.3:PERSONAL DAYS EFFECTIVE DATE: December 15, 2011
POLICY 3.4:SICK TIME EFFECTIVE DATE: December 15, 2011
POLICY 3.5:FAMILY & MEDICAL LEAVE ACT EFFECTIVE DATE: October 1, 2011
POLICY 3.6:SMALL NECESSITIES LEAVE ACT EFFECTIVE DATE: December 15, 2011
POLICY 3.7:MATERNITY LEAVE EFFECTIVE DATE: December 15, 2011
POLICY 3.8:BEREAVEMENT LEAVE EFFECTIVE DATE: December 15, 2011
POLICY 3.9:MILITARY LEAVE EFFECTIVE DATE: December 15, 2011
POLICY 3.10:JURY DUTY EFFECTIVE DATE: December 15, 2011
POLICY 3.12:PERSONAL LEAVE EFFECTIVE DATE: December 15, 2011
SECTION 4:STANDARDS OF CONDUCT
POLICY 4.1:CONFIDENTIAL INFORMATION EFFECTIVE DATE: December 15, 2011
POLICY 4.2:CONFLICTS OF INTEREST & DISCLOSURE EFFECTIVE DATE: December 15, 2011
POLICY 4.4:SEXUAL HARASSMENT & OTHER FORMS OF HARASSMEN EFFECTIVE DATE: December 15, 2011
POLICY 4.5:DRUG & ALCOHOL FREE WORKPLACE EFFECTIVE DATE: December 15, 2011
POLICY 4.6:PERSONAL APPEARANCE AND ID BADGES EFFECTIVE DATE: December 15, 2011
POLICY 4.7:TELEPHONE, CELL PHONE and PDA USE EFFECTIVE DATE: December 15, 2011
POLICY 4.9:OFFICE EQUIPMENT AND PERSONAL MAIL EFFECTIVE DATE: December 15, 2011
POLICY 4.10:SMOKING EFFECTIVE DATE: December 15, 2011
POLICY 4.11:GRATUITIES AND EXPRESSIONS OF APPRECIATION EFFECTIVE DATE: December 15, 2011
POLICY 4.12:SOLICITATION EFFECTIVE DATE: December 15, 2011
PREFACE
WELCOME TO COASTLINE ELDERLY SERVICES, INC.
Coastline Elderly Services, Inc. is a private non-profit organization dedicated to the ideal that older Americans are entitled to lead noble, independent and purposeful lives. To that end, the agency provides eligible consumers with a broad range of services that enable them to live in comfort and dignity in their homes, and postpone or prevent the need for institutional care. The agency serves Acushnet, Dartmouth, Fairhaven, Gosnold, Marion, Mattapoisett, New Bedford and Rochester. Representatives from these communities sit on the agency’s governing Board of Directors. The majority of board members are over 60 years of age.
Coastline Elderly Services, Inc. is a 501(c) (3) corporation; donations are tax deductible to the limits provided by law.
Welcome to Coastline Elderly Services, Inc. (CESI). We make a difference every day.
ABOUT THIS POLICY MANUAL
As an employee of Coastline Elderly Services, Inc., you will want to know what you can expect from our agency and what will be expected from you. You may have questions about your job duties, your benefits, and the general operation of the agency. We have prepared this policy manual to assist you in finding answers for many questions. Please take the time to read and become familiar with its contents.
We have strived to make this policy manual clear and readable. However, if you have any questions, you are encouraged to discuss the matter with your supervisor.
As may be expected, from time to time conditions may require the agency to supplement, vary from, modify or even eliminate one or more of the benefits, work rules and/or policiesdescribed herein. This policy manual is not – nor should it be - construed as a contract of employment or a warranty of benefits. Employment with CESI is “at-will” which means that either you or CESI may terminate the employment relationship at any time and for any reason, without notice or explanation. No individual at CESI has the authority to alter, revise, amend or revoke any policy orally or in writing, or to make any contractual commitments regarding employment without the express written consent of the CEO or his/her designee.
CESI recognizes Local 509 as the exclusive representative for all full-time and regular part-time Case Managers, Homecare RNs, Supportive Living Coordinators, Intake & Referral, and Supportive Living staff. These employees should refer to their contract for additional information.
This policy manual supersedes all previous manuals.As changes are made to this policy manual, the relevant policy will be replaced with an updated version and the change will be communicated throughout the organization. This manual is available in the Human Resources Office and in Administration so you can easily refer to it should you have any questions related to its contents. Additionally, this policy manual is available online on HR Connections.
INTRODUCTION
Consumer Services:
It is the policy of Coastline Elderly Services, Inc. (CESI) to always be consumer focused and service oriented and to require its employees to treat all consumers, families, provider and community agency representatives and fellow employees in a courteous, professional and respectful manner at all times.
Employees must understand that the consumer always comes first. Each employee has an obligation to represent the agency in a positive professional manner and to make all consumers as comfortable as possible in their dealings with the agency.
Employees with direct service or consumer contacts are expected to be knowledgeable about the agency’s services and should educate consumers regarding these services which we provide directly or through subcontracts. We will constantly examine new ways to respond to the needs of elders.
CESI welcomes suggestions for change regarding improvement in the quality of services which we provide. Such suggestions can be directed to your supervisor, work team or the CEO.
Commitment to Equal Employment Opportunity:
At CESI we take great pride in our diverse and talented workforce and recognize that our continued success as an Aging Services Access Point (ASAP)/Area Agency on Aging depends largely on the collective strengths of our employees. Accordingly, we strive to recruit, reward and advance top-notch individuals without regard to their race, color, religion, national origin, gender, age, sexual orientation, veteran,disability, or any other legally protected status. Our commitment to the principles of Affirmative Action and Equal Employment Opportunity is reflected in our policies and procedures - from recruitment and hiring to training, compensation, and promotion.
In the spirit of fairness and Equal Employment Opportunity compliance, we strive to maintain a positive and productive standard of personal conduct. In keeping with this standard, any type of harassment or discrimination directed toward another employee, consumer, grantee or vendor on the basis of race, color, religion, national origin, gender, age, sexual orientation, veteran or handicap status will not be tolerated.
As a Corporation, we are committed to furthering the worthy objectives of Equal Employment Opportunity. We ask each employee; in word and deed, to adopt the spirit and principles of our EEO commitment.
A formal statement of CESI’s commitment to EEO and Affirmative Action is posted on the bulletin board in our lunchroom. Further information on CESI’s Affirmative Action Program is available to all employees and may be obtained from our Director of Human Resources.
All Employees of CESI are hired in conformance with our Affirmative Action Program as approved by the Massachusetts Executive Office of Elder Affairs. Our Agency is an Equal Opportunity Employer as defined in Title VII of the Civil Rights Act of 1964, Mass. General Law 151B4(1) and Section 504 of the Rehabilitation Act of 1973.
Commitment to Non-Discrimination and Non-Harassment in the Workplace:
It is the policy of CESI to provide and maintain a workplace that is free of sexual and other forms of harassment, including harassment on the basis of race, religion, disability, or other legally protected status which is a form of discrimination.
Any complaints or instances of sexual or other forms of harassment , whether by a supervisor, a co-worker or any other person with whom the employee comes in contact as an employee of CESI should be reported immediately to the Director of Human Resources or to your department director. Retaliation against anyone for raising a complaint is subject to disciplinary action. For further detail on our Sexual Harassment Policy, see Policy 4.4
Americans With Disabilities Act (ADA)
CESI is committed to complying with all applicable provisions of the Americans With Disabilities Act ("ADA"). It is our policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment because of such individual's disability or perceived disability so long as the individual can perform the essential functions of the job. Consistent with this policy of nondiscrimination, CESI will provide reasonable accommodations to a qualified individual with a disability, as defined by the ADA, who has made the organization aware of his or her disability, provided that such accommodation does not constitute an undue hardship on the organization.
Employees with a disability who believe they need a reasonable accommodation to perform the essential functions of their job should notify their supervisor or the Director of Human Resources.
An employee or job applicant who has questions regarding this policy or believes that he or she has been discriminated against based on a disability should notify the Director of Human Resources at once. All such inquiries or complaints will be treated as confidential to the extent permissible by law.
At-Will Employment:
Employment with CESI is a voluntary one and is subject to termination by either the employee or CESI at will, with or without cause, and with or without notice, at any time. Nothing in these policies shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of CESI employees.
Immigration Law Compliance:
The Federal Government and the Division of Homeland Security require that all employers verify that the company’s employees are legally eligible to work in the United States. As part of the orientation process, each employee must complete a Form I-9 and present documents that will allow the employer to confirm identity and eligibility. If you do not complete the form and/or are not able to provide the required documents within the required period of time (the Federal Government dictates three days from the first day of employment), CESI may take action, up to and including termination of employment.
Reference Checks and Criminal Background Checks:
CESI believes that hiring qualified individuals to fill positions contributes to the overall success of the organization. Reference checks serve as an important part of the selection process. Once a decision has been made regarding interest in hiring an applicant, an offer will be made contingent upon satisfactory completion of reference checks and criminal background checks. As part of this process, each prospective employee must submit at least two professional references; and complete the necessary forms to complete criminal background checks, to be considered for employment at Coastline.
Such checks are conducted on every CESI job applicant, regardless of the position for which they are applying. This type of information is collected as a means of promoting a safe work environment; and to verify the accuracy of the information provided by the applicant. Examples include verification of past employment, education, certification or professional licensure, job-related accomplishments, general work habits including the quality and quantity of work by the applicant, the applicant’s attendance record, and other work-related issues.
All information attained from the reference check process will only be used as part of the employment process and kept strictly confidential. The Director of Human Resources, or designee, will record the date of the background check. Only approved personnel at CESI will have access to this information.
Voluntary Benefits Program:
CESI provides full-time employees with a comprehensive voluntary benefits program after the successful completion of the introductory period. Employees will receive information on the voluntary benefits offered at CESI during the orientation program, or upon transfer into a full-time position.
Code of Conduct
At Coastline Elderly Services, Inc. we have built a reputation of providing quality services in accordance with the highest ethical standards. Our future depends, in part, upon the trust and confidence the public continues to place in our agency. This confidence is maintained through a commitment to the highest standards of professionalism and integrity. All CESI employees are expected to make the following principles an integral part of their daily work:
Integrity
Always exhibit the highest standards of personal integrity and professionalism.
Confidentiality
Maintain strict confidentiality of consumers, employees, and corporate records and information.
Quality
Strive to provide service of the highest quality.
Compliance
Conduct personal and professional dealings in compliance with the letter, spirit, and intent of all relevant laws, regulations, and policies.
Conflict of Interest
Refrain from using CESI’s reputation or resources for personal gain and avoid outside activities or influences which conflict with, compete with, or impair the performance of your duties or which give the appearance of doing so.
Objectivity
Make decisions objectively without regard to personal beliefs.
Social Responsibility
Seek opportunities to participate, and if possible, play a leadership role in addressing issues of concern to the communities we serve.
Courtesy
Demonstrate courtesy, respect, honesty and fairness in all relationships with consumers and all others we interact with as we represent CESI.
Accountability
Report questionable, unethical, or illegal activity, to your supervisor without delay.
COMPANY COMMUNICATION
You and Your Supervisor:
At CESI, we have a group of people who play a pivotal role in the effective operation of our agency. These individuals take a lead role in overseeing CESI's day-to-day activities and in planning for its long-term success. The group of people we are referring to is our Management Team, comprised of supervisors and managers from each department/program of our agency.
One of the most challenging and rewarding aspects of the supervisor's job is one that directly involves you. Your supervisor is responsible for providing the guidance and direction you will need to do your job effectively. This can include informing you about CESI policies and procedures; providing you with feedback about your job performance; and helping you develop your skills so you can assume additional responsibility and possibly, advance your position.
New employees at CESI should look to their supervisor as the primary source of knowledge and information about their new role and work environment. Your supervisor will help you get settled in by introducing you to your coworkers, explaining your responsibilities and answering the many questions you are bound to have as you assume your new position with CESI.
On a larger scale, your supervisor is responsible for creating a positive work environment where productivity, teamwork, and excellence are consistently rewarded. In every sense, and at every state of your employment, your supervisor serves as a valuable resource for both you and CESI.
With full knowledge of CESI standards and the guidance of our management staff, we find that most employees work both responsibly and productively. In those cases where individual performance or conduct falls short of our standards, staff members, in most instances, will receive reasonable opportunity to improve. In fact, CESI has an established process, which entails counseling and a policy of progressive discipline, designed to give employees early notification of potential problems and sufficient opportunity to improve.
Open Door Policy:
The cornerstone of good two-way communication is an effective employee/supervisor relationship. At CESI, it is part of your supervisor's job to discuss your job performance with you, to commend you for a job well done, and to address potential problems. But, just as your supervisor will have discussions with you, you too should always feel free to approach your supervisor with work related ideas, observations and concerns. A frank talk with your supervisor is one of the best ways to get immediate feedback, to ease your mind about a particular situation or to resolve a problem. We encourage you to bring your ideas, comments, and problems to your supervisor.
Bulletin Boards:
There are several bulletin boards located throughout CESI's office. Required state and federal labor posters, staff meeting notices, organizational announcements such as job opportunities and training registration forms, and other CESI announcements will be prominently posted on the bulletin board in the employee lunchroom for the convenience of our staff.
Non-work related information may also be posted by employees after review and approval by the Executive Assistants. No notices or postings are allowed on walls or near the mailbox area.
SECTION 1:EMPLOYMENT
POLICY 1.1:NEW EMPLOYEE ORIENTATIONEFFECTIVE DATE: December 15, 2011
POLICY STATEMENT:
The CESI orientation program is designed to introduce new employees to the agency and to help new employees become part of the CESI team. This program acquaints new employees with the culture of the organization; its policies, procedures, benefits, and safety practices; and the responsibilities and duties of the new employee’s job function. Additionally, the orientation program introduces new employees to members of the leadership team, presents information on a variety of important organizational information including regulatory issues; and provides education on the history, philosophy and commitment of CESI to its client services.